Interventional Psychiatry Administrator

Role Overview

The Interventional Psychiatry Administrator role is currently structured as a part-time position due to current KAP program capacity. To support this as a full-time role, the  Interventional Psychiatry Administrator  also provides coverage as a Patient Care Representative (PCR), and provides Friday coverage as the TMS Team Admin at the Mt. Washington office.This is a 100% in-office position. The Admin functions as a floater between the Mt. Washington and Hunt Valley offices, with Mt. Washington as the primary home base.

Position Type Full-time, 100% in office

Standard Scheduled Hours 8:30 AM – 5:00 PM

Flexible Coverage Shifts Must be flexible to cover 7:30 AM – 4:00 PM or 9:30 AM – 6:00 PM as needed at either office

Primary Location Mt. Washington Office

Floater Coverage Mt. Washington and Hunt Valley offices, based on daily/weekly need

Role Composition KAP Team Admin (primary) + Patient Care Representative (PCR) coverage +

Friday TMS Team Admin coverage at Mt. Washington

Schedule Flexibility Note

Standard scheduled hours are 8:30 AM – 5:00 PM. The KAP Team Admin must remain flexible to shift to a 7:30 AM– 4:00 PM or 9:30 AM – 6:00 PM shift as coverage needs require, based on clinic and floater demands across Mt.Washington and Hunt Valley.

Morning Routine Checklist

- Clock in on Bamboo HR.

- Log into Valant, Google Chat, and Genesys — set Genesys to Queue.

- Check emails and voicemails (respond within 24–48 hours); monitor Google Chat constantly throughout the day.

- Review yesterday's provider schedules for KAP and, in the PCR role, for assigned providers: update no-shows/cancellations, apply T-codes and 95 modifiers for telemedicine visits, and mark "In Office" for in-person visits.

KAP Team Admin — Daily Workflow

Verify all intake appointments for today have required forms completed. If a Special Interest Form has been completed, PCRs MUST inform the Special Program Admin and notate internal notes.

Throughout the Day / Weekly Workflow — KAP

- Check the Prospective Patient Queue in Valant and begin outreach; update Outreach notes in the Prospective Patient form.

- Check the current KAP spreadsheet and conduct outreach for already-listed patients (3 outreach attempts required: Day 1, Day 2, and Day 3).

- Check the status of KAP application form completion; audit for missing documents/consents and conduct outreach for scheduling.

- Schedule the initial Med and Therapy Evaluation and assign the Prescriber/Therapist pair, schedule advanced

- screening.

- Inform clinicians of scheduled evaluations.

- Monitor balances and subscription fees and connect with patients accordingly.

- Collect subscription fees per the payment plans in place.

- Collect patient responsibility for appointments where autopay is not selected.

- Purchase supplies and update the purchases and budget spreadsheet:

- Ensure all snacks are within use-by dates; order fresh supplies as needed.

- Ensure laundry service is scheduled for pick-up and drop-off of linens.

- Assist billing specialists in verifying, updating, and providing materials for authorizations (when needed).

- Manage and update all KAP Team spreadsheets.

- Generate Valant reports as needed.

- Provide support for Program Director and KAP therapists as needed.

- Send Client End-of-Program surveys.

- Attend in-person meetings and trainings at various offices when needed, and travel to any office location when

- requested.

- Attend weekly Zoom meetings/phone calls as needed to support KAP staff.

- Attend KAP info meetings as requested, work with the advertising staff to market KAP.

- Prepare KAP rooms for scheduled appointments:

- Make up and turn down beds.

- Lay out snacks and drinks.

- Ensure video and sound equipment is charged and working.

- Ensure the room is clean, presentable, and welcoming.

- As a Patient Care Representative (PCR) Refer to the PCR Operations Manual for full duties and expectations while covering in the PCR role.

- TMS Technician on Fridays

- Conduct any TMS appointments on Fridays at Mt. Washington. Coverage for TMS in Columbia or Mt. Washington as needed.